भ रत य म नक य र ल ख वभ ग म य लय. ifji+= la[;k fnukafdr 19

Transcription

1 भ रत य म नक य र ल ख वभ ग म य लय lanhkz % ys[kk 5%1 fnukad % 19 uoecj 2015 fo k; % vkarfjd vads{k.k fjiksvz esa nh xbz ys[kk lacaf/kr fviif.k;ka,oa ml ij dh tkus okyh dk;zokgh ifji+= la[;k chvkbz,l@eq[;ky;@ys[kk@ifji= (14)@2015 fnukafdr 19 uoecj 2015 vko ;d dk;zokgh gsrq layxu gs (वन द क म र) नद शक(ल ख ) ifjpkfyr lsok esa HkkekC;wjks इ न ट ds ek/;e ls lhkh {ks=h; dk;kzy;@ kk[kk dk;kzy;@,uvkbzvh,l,uvkbzvh,l@dsunzh; iz;ksx kkyk ds izeq[k,oa lhkh {ks=h; dk;kzy;@ kk[kk dk;kzy; esa dk;zjr ys[kk o for lacaf/kr vf/kdkjhx.k!त"लप: vkbzvh,l: इ न ट क म $यम स प&रच "लत करन क "लए 1

2 BUREAU OF INDIAN STANDARDS ACCOUNTS DEPARTMENT Ref: Accts/5:1 19 th November 2015 Subject: Observations on Accounts of ROs/BOs in the Internal Audit Reports and procedures to be followed The Circular No. BIS/HQ/Accounts/Circular(14)/2015 dated on the subject is enclosed for necessary action. Encl: As Above (Vinod Kumar) DAC Circulated to heads of all RO/BO/CL/NITS and officers dealing with Accounts & Finance Activity at ROs/BOs ITS: for placing on INTRANET 2

3 BIS/HQ/Accounts/Circular (14 )/2015 BUREAU OF INDIAN STANDARDS CIRCULAR Sub: Observations on Accounts of ROs/BOs in the Internal Audit Reports and procedures to be followed As per Audit Reports for the year submitted by Internal Auditors, discrepancies have been reported in many of the ROs/BOs in respect of Stale Cheques, Customer Balance(Certification) A/C, Customer Balance(Sales) A/C and Sundry Creditors A/C, Sundry Debtors(Certification), Sundry Debtors(Sales), Accounts Recoverable (others), Accounts Recoverable (Employees) Misclassification of Expenditure, Pending RTGS/NEFT & other unlinked Debit & Credit items in Bank Reconciliation Statement and Transfer of Funds by ROs/BOs to HQ etc. In order to avoid audit objects in these items of Accounts and to have uniform and proper accounting, the following procedure which had been informed to ROs/BOs from time to time in the past also is again being reiterated and shall invariably be followed by all ROs/BOs/CL/NITS : 1. Stale Cheques : In case of Cheques issued to the parties but not presented for payment for a period of 3 months or more from the date of issue then the amounts of these cheques shall be transferred to Stale Cheque Account with corresponding debit to Bank Account through Journal Voucher or Bank Payment Voucher(No payment). If the amount transferred to Stale Cheque Account is not claimed by the party within a period of 3 years, the amount may be transferred(credited) to Miscellaneous Receipts Account by recording a Journal Voucher in the Books of Accounts with corresponding debit to Stale Cheque A/C. A Register/File shall be maintained for this purpose. In case any party claims refund in future, the matter may be dealt from the subject Register/File on case to case basis. 3

4 2. Customer Balance(Certification) A/C, Customer Balance(Sales) A/C and Sundry Creditors A/C: The amounts in the Customer Balances (Certification) A/C, Customer Balance(Sales) A/C and Sundry Creditors which have remained unclaimed/unadjusted for more than 3 years, as on 31 st March may be transferred to Miscellaneous Receipt Account through a Journal Voucher before finalizing the Trial Balance of that year. The list of amount so transferred to Miscellaneious Receipt Account shall be maintained in a separate Register/File. In case any party claims refund in future, the matter may be dealt from the subject Register/File on case to case basis. 3. Sundry Debtors (Certification) : Heads of ROs/BOs are responsible for recovery of Sundry Debtors(Certifications) by making vigorous efforts. The Sundry debtors(certification) which are old and irrecoverable after making all efforts may be written off in the Books of Accounts after the approval of Competent Authority as per Delegation of Powers given at Sl. A-54. The Sundry Debtors(Certification) which are under litigation may be pursued with Legal Counsel for early decision in the matter. The subsidiary ledgers of Sundry Debtors(Certification) shall be reconciled with the Control Account in the General Ledger before finalization of the Trial Balance. 4. Sundry Debtors(Sales) : Heads of ROs/BOs and Sales Department at HQ are responsible for recovery of Sundry Debtors(Sales) by making vigorous efforts. The Sundry Debtors(Sales) which are old and irrecoverable after making all efforts may be written off in the Books of Accounts after the approval of Competent Authority as per Delegation of Powers given at Sl. A-54. Sundry Debtors(Sales) which are under litigation may be pursued with Legal Counsel for early decision in the matter. The subsidiary ledgers of Sundry Debtors(Sales) shall be reconciled with the Control Account in the General Ledger before finalization of Trial Balance. 5. Accounts Recoverable(Others) and Accounts Recoverable (Employees): Heads of ROs/BOs are responsible for recovery of Accounts Recoverable(Others) and Accounts Recoverable(Employees) by making vigorous efforts. Accounts Recoverable(Others) and Accounts Recoverable (Employees) which are old and irrecoverable after making all efforts may be written off in the Books of Accounts after the approval of Competent Authority as per Delegation of Powers given at Sl. A-54. The subsidiary ledgers of Accounts Recoverable (Others) and Accounts Recoverable (Employees) shall be reconciled with the Control Account in the General Ledger before finalization of Trial Balance. 4

5 6. Misclassification of Expenditure: Based on the Budget Proposals from RO/BO and after examination by Finance Department and approval of EC, the Budget allocation under each Expenditure Head are made by HQ to ROs/BOs. According to Audit Reports, inspite of availability of the Budget under various Expenditure Heads, some of the ROs/BOs are debiting the expenditure in wrong expenditure head. This leads to overstatement of expenditure in one head of expenditure and understatement of expenditure in other head of expenditure. It has also been reported in the Audit Reports that some ROs/BOs are debiting the Revenue Expenditure in Capital Expenditure Head and vice versa. Therefore, misclassification of expenditure shall be avoided and the expenditure shall be debited under correct Budget Expenditure Head according to the nature of expenditure. If any Asset is purchased, it should be debited to Capital Heads i.e. Furniture A/C, Office Equipment A/C, Computers & Associated Equipment A/C, Laboratory Equipment(BIS Funds) A/C, Library Books A/C etc. 7. Pending RTGS/NEFT and other unlinked Debit & Credit items in Bank Reconciliation Statement(BRS): It has been reported in the Internal Audit Reports of many ROs/BOs that there are large number of pending RTGS/NEFT and other unlinked Debit & Credit items in Bank Reconciliation Statement. Keeping the receipt items pending in the Bank Reconciliation in the year ended Accounts leads to understatement of Income of Bureau in the Annual Accounts which is highly objected by Statutory Audit too. It shall therefore, be ensured by the Heads and officers dealing with Finance & Accounts of ROs/BOs/CL/NITS that there shall not be any pending receipt items (i.e. Income received but not recorded in Bank Book) in the Bank Reconciliation Statement. The pending receipts items in BRS may also result in service tax penalties, other complications later on when the items become old. The amounts debited by Bank should not be more than one month old in the BRS. The cheques issued but not presented should not be more than three months old in the BRS. The Bank Reconciliation Statement should be checked and scrutinized thoroughly. Outstanding items in the Bank Reconciliation Statements should be pursued vigorously and brought to the minimum as per above guidelines. 5

6 8. Transfer of Funds by ROs/BOs to HQ: It has been mentioned in the Audit Reports of some ROs/BOs that the transfer of funds to HQ was not made as per the instructions issued vide Circular No. BIS/HQ/Accounts/Circular(06)/2014 dated by few ROs/BOs on few occasion. The instructions issued by HQ in this circular are as under: After retaining Rs lakh in case of RO and Rs lakh in case of BO, the entire amount exceeding these ceilings shall be transferred to HQ on every Monday. For payment of statutory dues, funds in addition to above ceilings can also be retained by ROs/BOs. The expenses of ROs/BOs during the week shall be met out of the retention money retained and collections made by ROs/BOs during the week. All Funds Transfers to HQ and payments by ROs/BOs to outside parties, as well as to employees shall be made by electronic mode only. It is once again reiterated to strictly follow the above instructions of HQ regarding Fund Transfer. 9. All Heads, Dy. Director(A&F), AD(A&F), Section Officers at ROs/BOs/CL/NITS are once again requested to please ensure that the guidelines/procedures/instructions given at Para 1 to 8 above are followed for proper Book Keeping and to avoid Audit Objections. This issues with the approval of DDGF. Ref: Accts/5:1 Dated: 19 th Nov 2015 (Vinod Kumar) DAC Circulated to heads of all RO/BO/CL/NITS and officers dealing with Accounts & Finance Activity at ROs/BOs 6